An employment verification letter, also known as a proof of employment letter, serves as official confirmation of an individual’s work history with a company. These letters are often requested by lenders, landlords, or other institutions needing to verify an employee’s income and job status. Writing a clear, concise, and accurate verification letter is crucial for maintaining professionalism and complying with legal requirements. This guide will provide you with the necessary steps and sample letters to create effective employment verification letters.
When drafting an employment verification letter, there are key pieces of information to include. Start with the date, the recipient’s name and address (if known), and a clear subject line. The body of the letter should contain the employee’s full name, dates of employment, job title, and current salary. You may also include information about their performance or responsibilities, but only if explicitly authorized by the employee. It’s important to maintain confidentiality and avoid disclosing any sensitive information without proper consent.
Accuracy is paramount when providing employment details. Double-check all dates, names, and figures to avoid errors. The letter should be written on company letterhead and signed by an authorized representative, typically someone from the Human Resources department or a supervisor. A professional tone is essential; avoid using informal language or expressing personal opinions. Always keep a copy of the verification letter for your records.
To further ensure compliance and avoid potential legal issues, consult with your legal counsel or HR department regarding your company’s policy on employment verification letters. Some companies have specific procedures in place to protect employee privacy and limit liability. Ensure that your letter adheres to these guidelines and complies with all applicable federal and state laws, including the Fair Credit Reporting Act (FCRA) if credit information is involved. Learn more about FCRA on the FTC website.
Sample Employment Verification Letters
Sample Letter 1: Basic Employment Verification
[Date]
[Recipient Name/Title, if known]
[Recipient Address]
Subject: Employment Verification for [Employee's Full Name]
To Whom It May Concern:
This letter is to verify that [Employee's Full Name] is currently employed with [Company Name] as a [Job Title]. [He/She] has been employed with our company since [Start Date].
[Employee's Full Name]'s current annual salary is $[Salary].
Please contact me if you require further information.
Sincerely,
[Your Name]
[Your Title]
[Company Name]
[Contact Information]
Sample Letter 2: Verification with Dates of Employment and Job Title
[Date]
[Recipient Name/Title, if known]
[Recipient Address]
Subject: Employment Verification for [Employee's Full Name]
To Whom It May Concern:
This letter confirms that [Employee's Full Name] was employed by [Company Name] from [Start Date] to [End Date]. During this time, [he/she] held the position of [Job Title].
Please contact me if you require any further information.
Sincerely,
[Your Name]
[Your Title]
[Company Name]
[Contact Information]
Sample Letter 3: Verification with Performance Note (with Employee Consent)
[Date]
[Recipient Name/Title, if known]
[Recipient Address]
Subject: Employment Verification for [Employee's Full Name]
To Whom It May Concern:
This letter is to verify that [Employee's Full Name] is currently employed with [Company Name] as a [Job Title]. [He/She] has been employed with our company since [Start Date].
[Employee's Full Name]'s current annual salary is $[Salary]. With [his/her] consent, we can also confirm that [he/she] has consistently demonstrated strong [Specific Skill] and has been a valuable asset to our team.
Please contact me if you require further information.
Sincerely,
[Your Name]
[Your Title]
[Company Name]
[Contact Information]
Sample Letter 4: Former Employee Verification
[Date]
[Recipient Name/Title, if known]
[Recipient Address]
Subject: Employment Verification for [Former Employee's Full Name]
To Whom It May Concern:
This letter confirms that [Former Employee's Full Name] was previously employed by [Company Name] from [Start Date] to [End Date]. During their time with us, they held the position of [Job Title].
We are unable to provide further information about their employment at this time.
Sincerely,
[Your Name]
[Your Title]
[Company Name]
[Contact Information]
Sample Letter 5: Verification for Loan Application
[Date]
[Recipient Name/Title, if known]
[Recipient Address]
Subject: Employment Verification for [Employee's Full Name] - Loan Application
To Whom It May Concern:
This letter is to verify the employment of [Employee's Full Name] with [Company Name]. [He/She] is currently employed as a [Job Title] and has been with our company since [Start Date].
[Employee's Full Name]'s current annual salary is $[Salary], paid [Payment Frequency – e.g., bi-weekly].
Please feel free to contact me if you require additional details.
Sincerely,
[Your Name]
[Your Title]
[Company Name]
[Contact Information]
Sample Letter 6: Concise Verification Letter
[Date]
[Recipient Name/Title, if known]
[Recipient Address]
Subject: Employment Verification for [Employee's Full Name]
To Whom It May Concern:
This letter serves as confirmation that [Employee's Full Name] is employed at [Company Name] as a [Job Title] since [Start Date] with a current annual salary of $[Salary].
Sincerely,
[Your Name]
[Your Title]
[Company Name]
[Contact Information]
Sample Letter 7: Verification with End Date Only (if applicable)
[Date]
[Recipient Name/Title, if known]
[Recipient Address]
Subject: Employment Verification for [Employee's Full Name]
To Whom It May Concern:
This letter confirms that [Employee's Full Name] was previously employed by [Company Name]. Their employment ended on [End Date], holding the position of [Job Title] at the time of departure.
Sincerely,
[Your Name]
[Your Title]
[Company Name]
[Contact Information]
Sample Letter 8: Verification with Department Information
[Date]
[Recipient Name/Title, if known]
[Recipient Address]
Subject: Employment Verification for [Employee's Full Name]
To Whom It May Concern:
This letter confirms that [Employee's Full Name] is currently employed by [Company Name] in the [Department Name] department as a [Job Title]. [He/She] has been employed with our company since [Start Date]. Their current annual salary is $[Salary].
Sincerely,
[Your Name]
[Your Title]
[Company Name]
[Contact Information]
Sample Letter 9: Verification for Apartment Rental
[Date]
[Recipient Name/Title, if known]
[Recipient Address]
Subject: Employment Verification for [Employee's Full Name] - Apartment Application
To Whom It May Concern:
This letter is to verify that [Employee's Full Name] is employed with [Company Name] as a [Job Title]. [He/She] has been employed with our company since [Start Date].
[Employee's Full Name]'s current annual salary is $[Salary].
Please contact me if you require further information.
Sincerely,
[Your Name]
[Your Title]
[Company Name]
[Contact Information]
Sample Letter 10: Verification with Full Contact Information (For HR Department)
[Date]
[Recipient Name/Title, if known]
[Recipient Address]
Subject: Employment Verification for [Employee's Full Name]
To Whom It May Concern:
This letter confirms that [Employee's Full Name] is currently employed by [Company Name] as a [Job Title]. [He/She] has been employed with our company since [Start Date]. Their current annual salary is $[Salary].
Our company's registered address is: [Company Address]. Our main phone number is [Company Phone Number] and our website is [Company Website].
Sincerely,
[Your Name]
[Your Title]
[Company Name]
[Contact Information]
Sample Letter 11: Verification indicating Part-Time Employment
[Date]
[Recipient Name/Title, if known]
[Recipient Address]
Subject: Employment Verification for [Employee's Full Name]
To Whom It May Concern:
This letter is to verify that [Employee's Full Name] is currently employed with [Company Name] as a [Job Title]. [He/She] has been employed with our company since [Start Date] on a part-time basis.
[Employee's Full Name]'s current annual salary is $[Salary].
Please contact me if you require further information.
Sincerely,
[Your Name]
[Your Title]
[Company Name]
[Contact Information]
Sample Letter 12: Verification indicating Full-Time Employment
[Date]
[Recipient Name/Title, if known]
[Recipient Address]
Subject: Employment Verification for [Employee's Full Name]
To Whom It May Concern:
This letter is to verify that [Employee's Full Name] is currently employed with [Company Name] as a [Job Title]. [He/She] has been employed with our company since [Start Date] on a full-time basis.
[Employee's Full Name]'s current annual salary is $[Salary].
Please contact me if you require further information.
Sincerely,
[Your Name]
[Your Title]
[Company Name]
[Contact Information]
Sample Letter 13: Verification with Probation Period
[Date]
[Recipient Name/Title, if known]
[Recipient Address]
Subject: Employment Verification for [Employee's Full Name]
To Whom It May Concern:
This letter confirms that [Employee's Full Name] is currently employed by [Company Name] as a [Job Title]. [He/She] has been employed with our company since [Start Date]. Please note that [he/she] is currently undergoing a probationary period, which is scheduled to end on [Probation End Date]. Their current annual salary is $[Salary].
Sincerely,
[Your Name]
[Your Title]
[Company Name]
[Contact Information]
Sample Letter 14: Verification indicating satisfactory performance
[Date]
[Recipient Name/Title, if known]
[Recipient Address]
Subject: Employment Verification for [Employee's Full Name]
To Whom It May Concern:
This letter is to verify that [Employee's Full Name] is currently employed with [Company Name] as a [Job Title]. [He/She] has been employed with our company since [Start Date].
[Employee's Full Name]'s current annual salary is $[Salary]. Their performance has been consistently satisfactory.
Please contact me if you require further information.
Sincerely,
[Your Name]
[Your Title]
[Company Name]
[Contact Information]
Sample Letter 15: Verification without salary
[Date]
[Recipient Name/Title, if known]
[Recipient Address]
Subject: Employment Verification for [Employee's Full Name]
To Whom It May Concern:
This letter is to verify that [Employee's Full Name] is currently employed with [Company Name] as a [Job Title]. [He/She] has been employed with our company since [Start Date].
Unfortunately, due to internal policy we are unable to disclose salary information.
Please contact me if you require further information.
Sincerely,
[Your Name]
[Your Title]
[Company Name]
[Contact Information]
Sample Letter 16: Verification for visa application
[Date]
[Recipient Name/Title, if known]
[Recipient Address]
Subject: Employment Verification for [Employee's Full Name] - Visa Application Support
To Whom It May Concern:
This letter confirms that [Employee's Full Name] is currently employed with [Company Name] as a [Job Title]. [He/She] has been employed with our company since [Start Date].
[Employee's Full Name]'s current annual salary is $[Salary]. Their responsibilities include [list a few key responsibilities].
Please contact me if you require further information to support [Employee's Full Name]'s visa application.
Sincerely,
[Your Name]
[Your Title]
[Company Name]
[Contact Information]
Sample Letter 17: Verification referencing specific project
[Date]
[Recipient Name/Title, if known]
[Recipient Address]
Subject: Employment Verification for [Employee's Full Name]
To Whom It May Concern:
This letter confirms that [Employee's Full Name] is currently employed by [Company Name] as a [Job Title]. [He/She] has been employed with our company since [Start Date]. Their current annual salary is $[Salary]. During their employment, they have played a key role in the success of the [Project Name] project.
Sincerely,
[Your Name]
[Your Title]
[Company Name]
[Contact Information]
Sample Letter 18: Verification mentioning benefits package
[Date]
[Recipient Name/Title, if known]
[Recipient Address]
Subject: Employment Verification for [Employee's Full Name]
To Whom It May Concern:
This letter is to verify that [Employee's Full Name] is currently employed with [Company Name] as a [Job Title]. [He/She] has been employed with our company since [Start Date].
[Employee's Full Name]'s current annual salary is $[Salary], in addition to our comprehensive benefits package, which includes [briefly list benefits].
Please contact me if you require further information.
Sincerely,
[Your Name]
[Your Title]
[Company Name]
[Contact Information]
Sample Letter 19: Verification with anticipated end date (contract role)
[Date]
[Recipient Name/Title, if known]
[Recipient Address]
Subject: Employment Verification for [Employee's Full Name]
To Whom It May Concern:
This letter is to verify that [Employee's Full Name] is currently employed with [Company Name] as a [Job Title]. [He/She] has been employed with our company since [Start Date]. This is a contract role, and the anticipated end date of their employment is [Anticipated End Date].
[Employee's Full Name]'s current annual salary is $[Salary].
Please contact me if you require further information.
Sincerely,
[Your Name]
[Your Title]
[Company Name]
[Contact Information]
Sample Letter 20: Simple verification – no job details
[Date]
[Recipient Name/Title, if known]
[Recipient Address]
Subject: Employment Verification for [Employee's Full Name]
To Whom It May Concern:
This letter confirms that [Employee's Full Name] is currently employed at [Company Name] since [Start Date].
Sincerely,
[Your Name]
[Your Title]
[Company Name]
[Contact Information]
Sample Letter 21: Verification indicating promotion history
[Date]
[Recipient Name/Title, if known]
[Recipient Address]
Subject: Employment Verification for [Employee's Full Name]
To Whom It May Concern:
This letter is to verify that [Employee's Full Name] is currently employed with [Company Name] as a [Job Title]. [He/She] has been employed with our company since [Start Date]. During their time here, they have been promoted from [Previous Job Title].
[Employee's Full Name]'s current annual salary is $[Salary].
Please contact me if you require further information.
Sincerely,
[Your Name]
[Your Title]
[Company Name]
[Contact Information]
Sample Letter 22: Verification referencing company policy
[Date]
[Recipient Name/Title, if known]
[Recipient Address]
Subject: Employment Verification for [Employee's Full Name]
To Whom It May Concern:
This letter confirms that [Employee's Full Name] is currently employed by [Company Name] as a [Job Title]. [He/She] has been employed with our company since [Start Date]. Their current annual salary is $[Salary]. Please note that this information is provided in accordance with our company policy regarding employment verification.
Sincerely,
[Your Name]
[Your Title]
[Company Name]
[Contact Information]
Sample Letter 23: Verification mentioning employee is in good standing
[Date]
[Recipient Name/Title, if known]
[Recipient Address]
Subject: Employment Verification for [Employee's Full Name]
To Whom It May Concern:
This letter is to verify that [Employee's Full Name] is currently employed with [Company Name] as a [Job Title]. [He/She] has been employed with our company since [Start Date] and is currently in good standing.
[Employee's Full Name]'s current annual salary is $[Salary].
Please contact me if you require further information.
Sincerely,
[Your Name]
[Your Title]
[Company Name]
[Contact Information]
Conclusion: Crafting an effective employment verification letter requires attention to detail, accuracy, and a commitment to maintaining employee privacy. By following the guidelines outlined in this article and utilizing the provided sample letters as templates, you can ensure that your verification letters are professional, compliant, and meet the needs of both the employee and the requesting party. Remember to always prioritize accuracy and consult with your HR department or legal counsel when in doubt.
